The Paperless Office

The notion that paper and businesses need one and another is outdated. Today, organisations are shifting their businesses into paperless zones.

There are a number reasons why paperless businesses are great – it’s environmentally friendly, cheaper and clutter free.

Like most things, it’s easier said than done. Technology is a useful tool when transitioning into a paperless business. However, it can be difficult to get rid of paper all at once. The transition doesn’t have to be immediate – with strategic planning and putting a timeline forth, can help ease your employees, and partners into your paperless initiative. Once everybody has adapted to a paperless environment, they’ll understand the benefits.

Here are some easy steps you could take to achieve a paperless business.

1. Who’s printing?
Use a software to record every document that has been printed in your office. This will help show your staff the excessive use of paper and can be used to drive everyone to use less.

2. Count the costs
Paper alone is cheap, however most forget to calculate other costs that come along with an office that uses paper. Paper usage comes with extra costs such as printers, ink, toner, storage and maintenance. Go through your spending records and see for yourself. Measure how much you’ll save if you were to shift to digital alternatives. You’d be surprised at how much you would save.

3. Introduce cloud
Cloud applications will become your best friend. It’s never been so easy to store, share and collaborate with documents. As cloud applications are online, it makes accessible using a computer or even mobile device and everything is stored in one location, so you’ll never need to fret about different document formats.

4. Train your staff
Be aware that not every staff member will feel comfortable using technology. Make sure you go through the various digital processes to correctly store, use and find documents – it’s vital for your staff to be familiar with cloud ­based document solutions. Once your staff’s feeling confident using online applications, they will understand the full benefits of going paperless.

5. Reward your staff
By motivating your staff to reduce their paper usage, will help you speed up your paperless office goals. It can enhance teamwork – by everybody working together to achieve a paperless office.

6. Scan and store
Vital documents that are in paper form can always be scanned and stored using cloud applications.

7. Digital signatures
Document signing is one of the reasons why paper is predominately used. More, and more countries and organisations are allowing digitally signed documents to become legally binding.

8. Online banking
Every bank now has an online banking presence, whether it’s accessible through their website or an app – online banking has never been so easy. Online baking instantly reduces excess paperwork. You can request to receive statements through email and you can request invoice notifications. Cloud also allows you to use accounting softwares t o organise your accounts.

9. A new office
Without paperwork taking up so much space – it’s your chance to reshuffle and give your office a good spring clean. The printing, or paperwork storage room could now become a new office, meeting room or lounge.

10. Say goodbye to old technology
Fax machines are outdated and unnecessary – they use too much paper. Either shift to paperless faxes or get rid of it all together. Anything that can be replaced by technology or practical, paperless systems, should be gotten rid of.

POWER TO A PAPERLESS OFFICE!

Getting rid of paperwork systems couldn’t be easier with applications such as cloud. There’s no reason why anyone should be clinging to paper. Digital documents, not only save your business money but also reduces the demand for logging trees. A paperless business gives you the flexibility to work from anywhere, and on anything, whether you’re using a computer, phone or tablet.